You can add and assign general documents to several employees at once in the Documents module. However, suppose there's an employee-specific document, like a disciplinary warning. In that case, you can add it directly to an employee's profile and set up the viewing permissions so that only their direct manager and admins can see it.
Need a Signature?
You can only add view-only documents to an employee's profile. If you require the employee's signature, use a Signing Template instead. Learn how to add a signing template.
Understanding Document Visibility Permissions
When adding a document to an employee's profile, you can choose who can view the document. This is especially useful if you want the document to appear on the employee's profile but do not want the employee to be able to see it.
Who can adjust this setting?
- Admins can always adjust this setting.
- Managers can adjust this setting when adding documents to another employee's profile.
- Employees and managers who are adding documents to their own profiles won't be able to adjust the role permissions for the document.
What does each role setting allow?
- If you select Admin: Only admins will be able to view the document.
- If you select Manager: Only the manager that the employee reports to can view this document.
- If you select Employee: The employee can also view the document added.
- If you select Nothing: The employee will be able to view the document if no roles are selected or if this field is left blank.
- Adding Custom Roles: If you select a custom role from the list, any employee who is assigned to that role will be able to view the document.
How to Add A Document to an Employee Profile
Summary
People > Select employee > Documents tab > Click + Documents button > Upload document > Select the Roles who will have access to view the document > Upload
- In People, use the search bar or scroll to find the employee you need, then click on their name to be taken to their employee profile.
- Click on the Documents tab.
- Click the + Document button, then select the document you want to assign or add to the employee's profile.
- If needed, you can rename the document in the Document Name field.
- If you're an admin or manager: In the Roles field, select the roles that can view this document on the employee's profile. You can select multiple roles in this field as needed.
- Click the Upload button to add the document to the employee's profile.
- You can only upload one document at a time. To add another document, click the Upload more documents button in the bottom right corner.